Role Summary

To develop, coordinate, implement and monitor procurement plans and procedures in accordance with the AAI/AAU Organisational policies.

Key Result Areas

Duties and Responsibilities

Implementation of policies and standard operating guidelines

• Lead the implementation of policies and standard operating guidelines for procurement.
• Leads the implementation of policies and standard operating guidelines for general administration, (transport, travel and administrative logistical support to staff/visitors).
• Takes lead in the development and implementation of procurement policies and procedures consistent with the need of AAU.
• Develops and maintains records of stores and asset management (including Delivery Notes and Goods Received Notes).
• Writes periodic reports in regard to the performance of the procurement plan as per the set performance targets

Procurement plans

• Develop and implement annual procurement plans in line with AAU’s and PPDA’s standards.
• Coordinates the implementation of contracts/procurement procedures; participate in bid openings, technical cost and cost evaluations; perform due diligence for awarded procurements
• Reviews and categorizes user procurement needs, solicit and analyses quotations from suppliers, document and recommend the best provider for management action.
• Monitors progress of contracts/agreements execution as per the agreed terms.
• Prepares and analyses tender documents in case of purchase by tender, recommend and act on awards to winners by preparing LPOs and having them approved.
• Inspects the goods delivered and confirms that they conform to the required specifications and recommend for payment to suppliers.
• Schedules and participates in minute taking of procurement meetings in line with the AAU Procurement policy.
• Tracks the status of procurements, produces and circulates Procurement Status reports as per approved annual procurement plans
• Maintains the overall integrity of the procurement filling system and processes
• Travels to LRPs/field offices and project sites where necessary to monitor the delivery of procured goods to guarantee and inspect quality of goods acquired.

Security of assets

• Coordinate and ensure adequate security of people and Organization assets in line with Organizational policies.
• Monitors the security environment of the Organization to address risks to assets and enforces compliance to policy
• Reviews the assets register to note down the assets in place, check record, engrave and carry out regular assets checks as per AAU policies
• Periodically carries out assets audit to review the reliability and integrity of assets management information and make appropriate recommendations to management on how to curb the gabs
• Tracks the usage of AAU assets and make recommendations to management regarding the replacements/replenishment and disposal in line with policies

Maintenance of premises

• Coordinate the maintenance of AAU premises in line with the AAU Policies.
• Maintains, keeps track of, and updates records and payment schedules/remittances of AAU premises including landlords’ contracts, and their full addresses
• Monitors the status of service providers’ contracts and ensure timely payments/settlements
• Coordinates the maintenance of AAU office furniture, other facilities and utilities

Implementation of policies and standard operating guidelines

• Lead the implementation of policies and standard operating guidelines for procurement.
• Leads the implementation of policies and standard operating guidelines for general administration, (transport, travel and administrative logistical support to staff/visitors).
• Takes lead in the development and implementation of procurement policies and procedures consistent with the need of AAU.
• Periodically prepares and circulates vehicle usage plans in accordance with planned visits/ transport requirements.
• Follows up the maintenance of fleet and maintain an updated schedule of vehicle maintenance records, comprehensive insurance renewal dates.
• Writes periodic reports regarding the performance of the unit as per the set performance targets
• Maintains an up-to-date status reports on all AAU vehicles including running costs, staff use etc.

Fleet management

Maintenance of AAU’s vehicle

• Periodically prepares and circulates vehicle usage plans in accordance with planned visits/ transport requirements.
• Follows up the maintenance of fleet and maintain an updated schedule of vehicle maintenance records, comprehensive insurance renewal dates.
• Maintains an up-to-date status reports on all AAU vehicles including running costs, staff use etc.

Keeping stores records

Plan, Issue out items and maintain levels of stores, arrangement, monitor and keep up-to-date stores records

• Verifies the stock balances and initiates the order process, fill a procurement request form, forward for approval as required
• Verify, receive and record stock
• Updates and maintain all stock records according to policy guidelines
• Carries out stock taking, arranges and carry out general cleaning
• Reviews and recommends write off/disposal

Person specification

Educational qualification and experience

• A bachelor’s degree in commerce, Procurement & logistics, Business Administration – major in procurement or a relevant course from a recognized university.
• A postgraduate qualification in Procurement, Business Administration, or related field.
• Training in Procurement and Logistics Management, CIPS, is an added advantage.

Essential experience

• At least three years of relevant work experience in a reputable and busy organisation preferably INGOs.

Skills, Abilities and Competencies:

• Planning and organising skills
• Interpersonal and communication skills
• Assets management skills
• Task oriented and ability to work independently
• Preparation and issuance of tenders
• Ability to deal with suppliers
• Ability to establish critical working relationships
• Ability to promote and safeguard AAU policies

• Lead the implementation of policies and standard operating guidelines for procurement.
• Leads the implementation of policies and standard operating guidelines for general administration, (transport, travel and administrative logistical support to staff/visitors).
• Takes lead in the development and implementation of procurement policies and procedures consistent with the need of AAU.
• Develops and maintains records of stores and asset management (including Delivery Notes and Goods Received Notes).
• Writes periodic reports in regard to the performance of the procurement plan as per the set performance targets
• Develop and implement annual procurement plans in line with AAU’s and PPDA’s standards.
• Coordinates the implementation of contracts/procurement procedures; participate in bid openings, technical cost and cost evaluations; perform due diligence for awarded procurements
• Reviews and categorizes user procurement needs, solicit and analyses quotations from suppliers, document and recommend the best provider for management action.
• Monitors progress of contracts/agreements execution as per the agreed terms.
• Prepares and analyses tender documents in case of purchase by tender, recommend and act on awards to winners by preparing LPOs and having them approved.
• Inspects the goods delivered and confirms that they conform to the required specifications and recommend for payment to suppliers.
• Schedules and participates in minute taking of procurement meetings in line with the AAU Procurement policy.
• Tracks the status of procurements, produces and circulates Procurement Status reports as per approved annual procurement plans
• Maintains the overall integrity of the procurement filling system and processes
• Travels to LRPs/field offices and project sites where necessary to monitor the delivery of procured goods to guarantee and inspect quality of goods acquired.
• Coordinate and ensure adequate security of people and Organization assets in line with Organizational policies.
• Monitors the security environment of the Organization to address risks to assets and enforces compliance to policy
• Reviews the assets register to note down the assets in place, check record, engrave and carry out regular assets checks as per AAU policies
• Periodically carries out assets audit to review the reliability and integrity of assets management information and make appropriate recommendations to management on how to curb the gabs
• Tracks the usage of AAU assets and make recommendations to management regarding the replacements/replenishment and disposal in line with policies
• Coordinate the maintenance of AAU premises in line with the AAU Policies.
• Maintains, keeps track of, and updates records and payment schedules/remittances of AAU premises including landlords’ contracts, and their full addresses
• Monitors the status of service providers’ contracts and ensure timely payments/settlements
• Coordinates the maintenance of AAU office furniture, other facilities and utilities
• Periodically prepares and circulates vehicle usage plans in accordance with planned visits/ transport requirements.
• Follows up the maintenance of fleet and maintain an updated schedule of vehicle maintenance records, comprehensive insurance renewal dates.
• Writes periodic reports regarding the performance of the unit as per the set performance targets
• Maintains an up-to-date status reports on all AAU vehicles including running costs, staff use etc.
• Verifies the stock balances and initiates the order process, fill a procurement request form, forward for approval as required
• Verify, receive and record stock
• Updates and maintain all stock records according to policy guidelines
• Carries out stock taking, arranges and carry out general cleaning
• Reviews and recommends write off/disposal

• Planning and organising skills
• Interpersonal and communication skills
• Assets management skills
• Task oriented and ability to work independently
• Preparation and issuance of tenders
• Ability to deal with suppliers
• Ability to establish critical working relationships
• Ability to promote and safeguard AAU policies

• A bachelor’s degree in commerce, Procurement & logistics, Business Administration – major in procurement or a relevant course from a recognized university.
• A postgraduate qualification in Procurement, Business Administration, or related field.
• Training in Procurement and Logistics Management, CIPS, is an added advantage.